U.S. Embassy in Kenya Administrative Assistant (BPA)

Introduction

IN-HOUSE ONLY The Facilities Maintenance Section has an opening for the position of Administrative Assistant (BPA). The position will be available immediately. The closing date of this position is October 4, 2012. Note: You will be notified when the decision is made.

Minimum Requirements

◊     Completion of high school is required.  ◊     Two years of experience in administrative or in a construction firm, company or government entity that        provides maintenance services or develops projects relating to construction of housing, building or other        type developments is required.  ◊     Level IV English ability and Level III Kiswahili ability are required. Other Criteria à        Must have general knowledge of construction materials and parts. à        Must be able to reconcile financial data and organize it in clear formal documentation. à        Must have proficiency in Microsoft Suite.

Job Specification

 

BASIC FUNCTION OF POSITION

Incumbent serves to manage Blanket Purchase Agreements (BPAs) in the Facilities Maintenance Section of the US Embassy Nairobi.  This individual tracks 25 or more BPAs for equipment and services for the Maintenance Unit and the Housing Make-ready unit.  The individual will place orders with the vendors/service providers, track receipt within maintenance, serve as the quality control liaison with GSO contracting and prepare monthly invoices for each vendor/service provider clearing with FMC.    

MAJOR DUTIES AND RESPONSIBILITIES                                                                   


Manages all BPAs for Facilities Maintenance including review of the terms and condition of the BPA, communication within FAC on type of service/equipment needed, communication through calls or emails to individual vendors/service providers for the items, equipment or services, follow up with the maintenance requestor to ensure receipt.  The incumbent will record all orders with appropriate documentation and will note receipt and any issues with the vendor/service provider.  Most of these items will be valued under 3,000 USD.                                                                        40% 

On a monthly basis will reconcile orders with invoices from each of the BPA vendors/service providers.  Will use appropriate format as reviewed by Financial Management Section.  Will provide reconciliation in approved format to FMC and GSO in a timely fashion.  Will liase with FMC counterparts to ensure payment to vendors/services providers is prompt and correct.  Will support FMC with research and documentation to resolve any payment issues/questions.             30% 

Liases with GSO Contracting section with information on the BPA vendors/service providers.  Will provide quality control information on individual companies based on feedback from Maintenance supervisors/foremen and housing make-ready team.  Will identify issues of timeliness of service, reliability of product and quality of work to GSO procurement agents for correction.  Will note when additional maintenance/housing requirements for new BPAs arise in a timely fashion.    20% 
Other duties as required 10%

Selection Process:

WHEN EQUALLY QUALIFIED, U.S. CITIZEN ELIGIBLE FAMILY MEMBER (USEFMs) AND U.S. VETERANS WILL BE GIVEN PREFERENCE.  THEREFORE, IT IS ESSENTIAL THAT THE CANDIDATES SPECIFICALLY ADDRESS THE REQUIRED QUALIFICATIONS ABOVE IN THE APPLICATION.


Additional Selection Criteria:

à        Management will consider nepotism/conflict of interest, budget, and residency status in determining successful candidacy. 
à         Current employees serving a probationary period are not eligible to apply.
à         Current Ordinarily Resident employees with an Overall Summary Rating of Needs Improvement or Unsatisfactory on
       their most recent Employee Performance Report are not eligible to apply.
à         Currently employed U.S. Citizen EFMs who hold a Family Member Appointment (FMA) are ineligible to apply for
      advertised positions within the first 90 calendar days of their employment.
à         Currently employed NORs hired under a Personal Services Agreement (PSA) are ineligible to apply for advertised
       positions within the first 90 calendar days of their employment unless currently hired into a position with a When Actually
       Employed (WAE) work schedule.
à        Applicants must be available for an interview and for proficiency testing as required by the selecting official. 

The U.S. Mission in Nairobi provides equal opportunity and fair and equitable treatment in Employment to all people without regard to race, color, religion, sex, national origin, age, disability, Political affiliation, marital status, or sexual orientation.  The Department of State also strives to achieve equal employment opportunity in all personnel operations through continuing diversity enhancement programs.

The EEO complaint procedure is not available to individuals who believe they have been denied Equal opportunity based upon marital status or political affiliation.  Individuals with such complaints should avail themselves of the appropriate grievance procedures, remedies for prohibited personnel practices, and/or courts for relief.

DEFINITIONS

 

1.  Eligible Family Member (EFM):  An individual related to a U.S. Government employee in one of the following ways: 

• Spouse or same-sex domestic partner (as defined in 3 FAM 1610);
• Child, who is unmarried and under 21 years of age or, regardless of age, is incapable of self-support.  The term shall include, in addition to natural offspring, stepchildren and adopted children and those under legal guardianship of the employee or the spouse when such children are expected to be under such legal guardianship until they reach 21 years of age and when dependent upon and normally residing with the guardian;
• Parent (including stepparents and legally adoptive parents) of the employee or of the spouse, when such parent is at least 51 percent dependent on the employee for support;
• Sister or brother (including stepsisters and stepbrothers, or adoptive sisters or brothers) of the employee, or of the spouse, when such sibling is at least 51 percent dependent on the employee for support, unmarried, and under 21 years of age, or regardless of age, incapable of self-support.

 2.  U.S. Citizen Eligible Family Member (USEFM):  For purposes of receiving a preference in hiring for a qualified position, an EFM who meets the following criteria: 

• U.S. Citizen; and,
• EFM (see above) at least 18 years old; and,
• Listed on the travel orders of a direct-hire Foreign, Civil, or uniformed service member assigned to or stationed abroad with a USG agency that is under COM authority, or at an office of the American Institute in Taiwan; and either:

    1.   Resides at the sponsoring employee's or uniformed service member's post of assignment abroad or at an
          office of the American Institute in Taiwan; or

    2.   Resides at an Involuntary Separate Maintenance Allowance (ISMA) location authorized under 3 FAM 3232.2.

 3.  Appointment Eligible Family Member (AEFM):  EFM (see above) eligible for a Family Member Appointment for purposes of Mission employment:
      
                        ·         Is a U.S. citizen; and

·         Spouse or same-sex domestic partner (as defined in 3 FAM 1610) or a child of the sponsoring employee who is unmarried and at least 18 years old; and

·         Is listed on the travel orders or approved Form OF-126, Foreign Service Residence and Dependency Report, of a sponsoring employee, i.e., a direct-hire Foreign Service, Civil Service, or uniformed service member who is permanently assigned to or stationed abroad at a U.S. mission, or at an office of the American Institute in Taiwan (AIT), and who is under chief of mission authority; and

·         Is residing at the sponsoring employee's post of assignment abroad or, as appropriate, office of the American Institute
       in Taiwan.

·         Does not receive a Foreign Service or Civil Service annuity

 4.  Member of Household (MOH):  An individual who accompanies a  direct-hire Foreign, Civil, or uniformed service member permanently assigned or stationed at a U.S. Foreign Service post or establishment abroad, or at an office of the American Institute in Taiwan.  An MOH is: 

• Not an EFM; and,
• Not on the travel orders of the sponsoring employee; and,
• Has been officially declared by the sponsoring USG employee to the COM as part of his/her household.

 A MOH is under COM authority and may include a parent, unmarried partner, other relative or adult child who falls outside the Department’s current legal and statutory definition of family member.  A MOH does not have to be a U.S. Citizen. 


5. Not Ordinarily Resident (NOR) – An individual who: 

• Is not a citizen of the host country; and,
• Does not ordinarily reside (OR, see below) in the host country; and,
• Is not subject to host country employment and tax laws; and,
• Has a U.S. Social Security Number (SSN). 

 NOR employees are compensated under a GS or FS salary schedule, not under the LCP.


6. Ordinarily Resident (OR) – A Foreign National or U.S. citizen who: 

• Is locally resident; and,
• Has legal, permanent resident status within the host country; and,
• Is subject to host country employment and tax laws. 

 EFMs without U.S. Social Security Numbers are also OR.  All OR employees, including U.S. citizens, are compensated in accordance with the Local Compensation Plan (LCP). 

 http://americanembassy.myjobsinkenya.com/